Report Writing — RobinsFire

Before we start

The methodology choice and the premises descriptive use shape the entire report. Get this right and the rest writes itself; get it wrong and every section that follows is downstream of the mistake.

Methodology ↓ shapes every step

Pick the right methodology for these premises

This decides which checklist questions get asked, which sections appear in the report, and which finding templates are used. Simple is for simple — if there's any complexity (multiple tenants, taller than 4 storeys, sleeping risk, vulnerable occupants, unusual construction) pick Complex.

⚠ Heads-up: "Simple" really means simple. You'll be asked to confirm before continuing past the Notes step — switching after observations are extracted is painful.

Premises Sub-Type

✓

Premises Name / Address

✓

Descriptive use — one line

A single sentence describing what this premises actually is. Cinder reads it to calibrate the report's tone and proportionality, and it prints on the cover.

✓

General Context (optional)

Report Details

Address, document reference, building details and occupancy information for the final report — every field here flows into the rendered PDF.

Premises Address

Postal address as it should appear on the report front cover.

Address Line 1

Address Line 2 (optional)

Town / City

Postcode

Document Reference

Document number, revision, status and branding — controls the title block and the report cover.

Document Number

Revision

Status

Report Branding

Premises Particulars

Use, occupancy, hours, construction, logbook and history — the building's profile in the Methodology and Premises sections of the PDF.

Building Use Classes

Approximate Number of Occupants / Staff

Maximum Number of Public at Any One Time

Associated Times / Hours of Occupation

Number of Residential Units

Responsible Person / Duty Holder

Communal Areas Present

Height to Top Storey (m)

Accountable Person(s)

Appointed Fire Safety Person

Number of Floors

Floor Area (m²)

Enforcement Body

Maintenance Log Book

Log Book Comments (optional)

Previous Fire Loss

Fire Loss Details

Previous Assessment

Previous Assessment Comments

Next Review Date

Occupants Especially at Risk

Sleeping, disabled, lone workers, young persons — populates the "occupants at particular risk" block of the report.

Sleeping Occupants

Disabled Employees

Other Disabled Persons

Remote / Lone Workers

Young Persons

Further Details (optional)

Drawings & Layouts

Floor plans / escape route drawings that get appended to the back of the PDF. Tick "drawings to follow" if they aren't ready yet.

Drawings to follow (shows placeholder pages in report)

Personnel

Responsible Person, competent person and the person in charge of fire safety arrangements — named in the Executive Summary opening.

Responsible Person (RP)

Competent Person

Person in Charge of Fire Safety Arrangements

Assessment Details

Report type, FRA type, date, assessor and reviewer — signoff block on the report cover.

Report Type swaps every "Fire Risk Assessment" label → "Deficiency Report" in the PDF + UI

Fire Risk AssessmentStandard FRA — full risk evaluation Deficiency ReportPre-Strategy deficiency capture

Type of FRA for domestic (SD/CD): Type 1–4 per BS 9792:2025 §5.c) — the scope of the inspection

Role of second person used in the opening sentence — leave blank to auto-pick from methodology

Date of Assessment

Assessor Name

Reviewed By

Terms of Reference

Tick the legislation and guidance applicable to this assessment — these appear in the Methodology section of the report. Add a custom item below if something you need isn't listed.

What did you observe?

Dump everything into the site record — talk it out in whatever order it comes to you. The AI files every fact to the right report section at the next step, so structure doesn't matter here. The Coverage Review panel on the right shows what you haven't covered yet.

🧠

Site record

Dump everything here

Talk or type it all — hazards, escape, systems, management, maintenance, in any order. Every fact gets filed to the correct report section automatically at the next step.

Everything you saw

Dictate

✦ Cinder Notes Check

Opens Cinder and checks your notes for gaps before building the report.

Extracting observations from your notes...

Coverage

Not reviewed

Cinder reads everything you’ve written and checks it against what a suitable and sufficient assessment of this premises must evidence. Run it whenever you want the second pair of eyes.

AI Coverage Review

Every observation extracted from your notes is listed below. Verify each item is correctly categorised, move anything misplaced, and mark anything not applicable as N/A before building the report.

✓

✦ Cinder briefed

Building profile + risk steer on file — Cinder will read this when writing every section narrative.

✦ Cinder Briefing ↓ feeds Build Report

Brief Cinder on this building

Cinder reads this when writing every section narrative — it's how proportionality, tone and risk emphasis get calibrated across the report. Fill it in before clicking Build Report.

Building profile

Overall risk steer optional

Building report sections...

Report Builder

Review each AI-drafted narrative. Orange accent = in progress · green ribbon = marked complete · grey in the status panel = no observations recorded (confirm N/A or add detail).

Section

Current Narrative

What to include or change (optional)

Executive Summary

Set the risk level, add any context, then generate the executive summary. Every field on this step lands on the PDF cover and exec page.

Risk Determination

Step through A → B → C. Picking a row in A and B auto-derives the overall risk in C.

ATaking into account the fire prevention measures observed, the likelihood of fire at these premises is:

Assessed Likelihood of Fire
LowUnusually low likelihood of fire as a result of negligible potential sources of ignition.✓ Assessed
MediumNormal fire hazards (eg potential ignition sources) for this type of occupancy, with fire hazards generally subject to appropriate controls (other than minor shortcomings).✓ Assessed
HighLack of adequate controls applied to one or more significant hazards, such as to result in significant increase in likelihood of fire.✓ Assessed

BTaking into account the nature of the building and its occupants, as well as the fire protection and procedural arrangements, the potential consequences for life safety in the event of fire would be:

Assessed Potential Consequences in the Event of Fire
Slight HarmOutbreak of fire unlikely to result in serious injury or death of any occupant (other than an occupant sleeping in a room where a fire occurs).✓ Assessed
Moderate HarmOutbreak of fire could foreseeably result in injury (including serious injury) of one or more occupants, but it is unlikely to involve multiple fatalities.✓ Assessed
Extreme HarmSignificant potential for serious injury or death of one or more occupants.✓ Assessed

CAs a result of this assessment, the OVERALL FIRE RISK for the premises is considered to be:

Likelihood of Fire × Consequences	Slight Harm	Moderate Harm	Extreme Harm
Low	Trivial Risk	Tolerable Risk	Moderate Risk
Medium	Tolerable Risk	Moderate Risk	Substantial Risk
High	Moderate Risk	Substantial Risk	Intolerable Risk

DA suitable risk-based control plan should involve effort and urgency that is proportionate to risk. The following risk-based control plan is based on one advocated by BS 8800 for general health and safety risks:

Recommended Action and Timescale
TrivialNo action is required and no detailed records need be kept.✓ Assessed
TolerableNo major additional controls required. However, there might be a need for improvements which involve minor or limited cost.✓ Assessed
ModerateIt is essential that efforts are made to reduce the risk. Risk reduction measures should be implemented within a defined time period. Where moderate risk is associated with consequences which constitute extreme harm, further assessment might be required.✓ Assessed
SubstantialConsiderable resources might have to be allocated to reduce the risk. If the building is unoccupied, it should not be occupied until the risk has been reduced. If the building is occupied, urgent action should be taken.✓ Assessed
IntolerableBuilding (or relevant area) should not be occupied until the risk has been reduced.✓ Assessed

Overall Risk Level Risk Rationale

The main reason behind the rating you've chosen. Feeds the executive summary verbatim and gives the reviewer a fast read on your judgement. Keep it specific to this premises.

Your reasoning for the rating. Not printed in the FRA — it feeds Cinder's context, the pre-flight risk check, and the Client Summary's narrative so they can explain the rating the way you would.

Steer for the Executive Summary ↓ feeds Generate

Fill this in before clicking Generate. Construction details, occupancy nuance, anything specific that should land in the executive summary tone — Cinder reads this and shapes the writing around it.

Uses risk rationale + steer above

Writing executive summary...